1. Order Management
  2. Billing and Invoices
  3. Electronic Invoicing
  4. Electronic Invoicing User Guide
  5. Receiving Inbound E-Documents by Email Capture

Receiving Inbound E-Documents by Email Capture

After your administrator has set up the Inbound Email Capture plug-in and Vendor or Customer E-Document Sender, you are ready to receive inbound e-documents from your vendors or customers. The system automatically receives inbound e-documents sent through email and then queues them as Inbound E-Documents for Conversion if an e-document template is assigned.

The number of e-documents received from email capture is displayed on the Electronic Documents portlet, under Inbound E-Documents for Conversion. You can click the number displayed to go to the Inbound E-Documents for Conversion: Results page, which lists the inbound e-documents for conversion. For more information, see Electronic Documents Dashboard SuiteApp Portlet.

If you have automatic bulk conversion set up, the bulk conversion script will automatically convert the e-documents in the list into transaction records at a defined schedule. For more information, see Deploying Automatic Bulk Conversion Script for Inbound E-Documents. Or, you can convert individual e-documents in the list by clicking the View link of an e-document, and then click the Convert button on the inbound e-document record page.

Inbound e-document email capture receives XML files along with their PDF file reference attachment, if any were generated. Received PDF files are stored in the File Cabinet and can be viewed by clicking a link in the PDF File Reference field on the newly created inbound e-document record. When the inbound e-document is converted into vendor bill or vendor credit, the PDF file reference can also be viewed from the E-Document subtab.

Note:

Inbound email capture can only receive one XML e-document and one PDF file per email.

Editing Incomplete Inbound E-Documents

Inbound e-documents that do not clearly define the vendor or customer who sent them, will also be missing the e-document template, which is defined by the vendor or customer. These inbound e-documents will be tagged as incomplete. They are queued as Incomplete Inbound E-Documents, which is displayed on the e-document dashboard portlet. You can click the number displayed under Incomplete Inbound E-Documents in the home page to go a results page, where you can click the Edit link of an inbound e-document to complete it. For more information, see Displaying the E-Documents Portlet on the Home Page.

On the Inbound E-Document record page, you can complete the inbound e-document by selecting the right vendor or customer in the respective Vendor or Customer field, and then the system automatically selects the e-document template that is applicable to the inbound e-document based on the XML content and the selected vendor or customer based on the XSD validation in Inbound E-Document Templates. For more information, read Understanding XSD in Inbound E-Document Templates.

But, you can still manually select or override the default e-document template. After completing the inbound e-document, the E-Document Status is changed to For Conversion.

Related Topics

General Notices